The AWI operates different research platforms and organizes scientific expeditions. In doing so it is subject to national and international laws, customs and freight regulations as well as international agreements. Our department of logistics and research platforms provides support to all participants planning an expedition.
Instructions
COVID:
Please observe the Covid-19 hygiene concept and protective measures that apply to all AWI expeditions and their participants as well as the current Corona regulations, which can be viewed on the intranet under "Business travel / To foreign countries" (AWI employees only)
GENERAL:
Please fill out all documents carefully, completely and legibly to avoid time-consuming queries, misunderstandings and delays in the preparation of the expedition.
It is imperative that you submit all necessary forms to AWI Logistics on time. Missing documents or documents submitted too late will, in the worst case, result in your equipment or yourself not participating in the expedition.
If you have any questions, please speak to your expedition leader or the relevant contact person in AWI Logistics. Some appropriately marked forms must be submitted to AWI Logistics as signed originals. Scanned e-mail versions will not be accepted. For details, please refer to the information provided below.
Not necessary for expeditions with Uthörn, Mya II or Aade. Polarstern and Heincke expeditions: Participants will get all information and the questionnaire within the "Expedition Interface System" - EIS.
a medical examination according to medical questionnaire (MQ), well before the expedition, is mandatory for all participants.
the AWI medical service (WAZ) decides - if necessary in consultation with the AWI medical officer - whether a participant is suitable to take part in an expedition.
the checkup is valid for 12 months and has to be repeated thereafter, if necessary. Irrespective of this, the anamnesis sheet (pages 4-10) must be completed before each expedition and presented to the WAZ.
the participant is responsible for finishing the checkup - including all additional examinations in accordance with the WAZ - in due time before expedition, which means: not earlier than 6 months and not later than 4 weeks before start of each expedition.
a participant must not take part in an expedition without the approval of the WAZ.
German participants
the WAZ is the relevant authority for AWI employees
all other participants are asked to visit the WAZ if possible. Otherwise they can turn to their GP (with MQ) and have to bear the costs themselves.
please send the MQ and the findings of your GP to the WAZ only (via mail or fax).
Foreign participants
all foreign participants are recommended to visit the WAZ if possible. Otherwise they can turn to their GP (with MQ) and have to bear the costs themselves.
Please send the MQ and the findings of your GP to the WAZ only (via mail or fax).
Address of the AWI medical service (WAZ):
Werksarztzentrum Fischereihafen Am Lunedeich 115 D-27572 Bremerhaven
Polarstern- and NMIII/Kohnen- expeditions: Participants will get all information and the clothing list within the "Expedition Interface System" - EIS.
All other expeditions:
How you get your polar clothing:
You can find the clothing list for each region to travel in section 2 (specific forms and information). Please download the list, open it on you computer and fill in the information (PDF with fillable fields, fill-in function only after download). Send it as PDF scan (external user) or as hard copy (AWI employers) to you PI, who will send the lists of all participants of the project to the logistics secretariat, c/o Elena Tschertkowa-Paulenz.
Your list will be approved, signed and forwarded to the clothing store.
After that, please arrange an appointment for fitting and pick up at the clothing store (contact details below)
In addition to the equipment lists, we have compiled all items of clothing and equipment in a catalogue with pictures and descriptions. The catalogue only serves for view to show what is hidden behind the names on the equipment list.
There are also size charts for each item of clothing. For special requirements, that are not on the clothing list, please contact logistics department or clothing store.
The use of unmanned aerial vehicles or systems during AWI expeditions and at AWI infrastructures requires consent by the AWI department Operations and Infrastructures. Please contact Tobias.Boebel@awi.de for information and the forms to be completed.
Please note:
If the risk of using an unmanned aerial vehicle at AWI infrastructures or on AWI expeditions is assessed as low and its use is approved by AWI, this does not constitute a license/permit in the aviation or environmental sense. AWI is not a permitting authority that can issue a legally required authorization. This is subject to the applicable regulations for the respective area of operation. You have to contact separately the responsible authority(ies) for the permit. All national specifics and permit conditions for the operation of the UAS must be observed.
In the case of the Arctic Polar Regions, the permit application has to be submitted to the state(s) responsible for the sovereign territory(ies) in which the operation will take place.
In the case of an operation in the Antarctic Treaty Area (south of 60°S) the approval of the competent authority of a State Party to the Antarctic Treaty Environmental Protocol is required in addition to the consent of the AWI.
If the use of the unmanned aerial system is to be carried out in the Antarctic and is organized in Germany or emanates from German territory, it is subject to the permit requirement of the German Environment Agency (Umweltbundesamt, UBA). For information on the application process, see:
It is advisable to submit the enquiry to the AWI and the application to the German Environment Agency (UBA) in parallel. It is not necessary to wait with your UBA application until AWI has processed your enquiry.
The Code of Conduct with annexes regulates the behaviour of the expedition participants among each other. The signed document must be handed in to the expedition leader before the start of the expedition.
The following background information about Siberia and Samoylov, converning the journy and the stay on the island is especially destined for those planning a reaserch stay at Samoylov station.
General information
Samoylovsky island where the station lies is situated in the large Lena delta. This river delta system is the largest of its kind on the total circum-Arctic mainland. It is situated at the Laptev Sea coast between Taimyr peninsula and the New Siberian islands. The next city is Tiksi.
Journey
There is a helicopter connection between Tiksi and Samoylov that takes 45 minutes. Alternatively there is a ship connecting Tiksi and the island which needs about 12 hours. Tiksi can be reached by airplane from Moscow or Jakutsk.
Geographical poisition
Samoylovsky island is situated at a geographical position of 72.2° N and 126.9° E.
Time zone
Samoylov is situated in the time zone UTC (CET) +9 hours. In summer, the middle European summer time CEST +9 hours resp. UTC +10 hours is used.
Energy supply
Energy supply in Russia and on Samoylovsky island is similar to that in Europe. Plug sockets on Samoylov are identical with the European ones. As Russian plug are a bit bigger that those usual in Europe it is possible that German plugs might not fit Russian plug sockets. Electricity at the station is produced by mean of a few Diesel generators and a small wind generator.
Telephone and email
The station disposes of a fixed satellite connection and WLAN. It can be reached on the phone via a Moscow fixed network number. In addition there are satellite telephones for emergency cases.
Drinking water
Drinking water is pumped from a near by lake. The new station has an own drinking water treatment plant and a waste water purification system.
Washing
The station is equipped with several showers that may be used permanently, as well as an electrical sauna. Moreover, the old "banja" is fired about twice a week. The new station is provoded with a washhouse with two washing machines and tumble dryers each.
Kitchen
The kitchen is completely furnished for the provision of all station employees and expedition participants. The cooking is done by an employed cook.
Midnight sun/Polar night
The sun does not got down from end of April to beginning of August. Total darkness prevails from mid November until end of January, when the sun is situated more than -8° underneath the horizon.
Seasons
Winter: dark, cold, sown coverage (December until February)
Spring: bright cold, snow coverage (march until May)
Summer: bright warm, humid, mud/rain (June until August)
Autumn: it is getting darker and cooler, rain/snow (September until November)
Practical information
Outdoor clothing
Particular clothing is needed for polar areas in winter and spring. Temperatures of less than -30°C require special attention when staying outdoors. Even in summer and autumn winter clothing like caps, gloves and warm coats are needed. Climate conditions are then to be compared with those in middle European autumn and winter. During this period, waterproof shoes are essential for land excursions. Because of the superficially thawing permafron soil the ground is very sludgy in July and August. For longer stays outdoor it is important to wear sunglasses of high quality in the bright seaon, because otherwise your eyes might be seriously damaged by the combination of snow covered ground and brillant sunshine.
Indoor clothing
The station building is well heated. Please bring your own indoor slippers to help keeping the rooms clean and dry.
For the participation in a measuring flight campaign the "general forms" are needed. In addition, a "sea survival" is compulsory when taking part in measuring flights oer water.
For measuring flight campaigns in Antarctica, you must have participated in an "environmental seminar for Antarctica", moreover it is recommended to take part in a course for adequate behaviour in the mountains ("Bergkurs")
Outside of Antarctica, the PI needs to obtain all necessary national permits.
Please read the information carefully to be well prepared. If you have any questions regarding your expedition please contact one of the above mentioned.
